Today
Production has finished an order, but only part of it has cleared QC. The customer calls sales, sales calls the factory, and nobody has the full answer.
A practical build example
Answer ‘where is my material?’ before the next call.
An order can be finished in production and still be waiting for inspection, packing or a payment clearance. Customers need the actual status.
Production completeDone
Quality releasedDone
Packed & weighedDone
Ready for dispatchNow
One job. Too many handoffs.
01
Each department maintains its own update in a sheet or WhatsApp group.
02
Sales calls production, quality and dispatch to piece together the status.
03
Dispatch retypes quantities and weights into the paperwork.
04
The customer calls again for the LR and vehicle number.
How we would build it.
Connected steps.
Clear checks along the way.
Give each stage a clear owner
Keep production, QC release, packing, commercial clearance and dispatch as separate stages on the order. Each department updates its part when the event happens.
Your team checks
An estimate stays an estimate. Only the responsible team confirms that a stage is complete.
Make a hold visible
Show the outstanding step, reason and person responsible. Keep released quantities separate from quantities on hold so a part shipment can be planned properly.
Your team checks
Sales and dispatch agree what can leave now and what date can be offered for the balance.
Prepare the shipment record
Use the released quantities and batches to prepare packing and dispatch documents. Bring in scale data where supported, then attach vehicle, transporter and LR details.
Your team checks
Dispatch checks actual weights, documents and clearance before confirming the shipment.
Update the customer
Share the confirmed status and approved documents through a customer portal or an agreed messaging channel. Keep the order open for any balance still to ship.
Your team checks
Your team handles changes and exceptions; the system handles routine updates.
What your team
stops doing.
Sales calling every department for a status
Retyping shipment details into documents
Sending the same LR separately to several people
Treating a part shipment as a completed order
What we need to get started +
- Order and production records
- QC and credit-clearance rules
- Dispatch document formats
- Customer notification preferences